Love them or hate them, every construction firm knows that RFPs are a critical component of business development and can’t be ignored. Consequently, every firm faces the same challenges—tight timelines, busy contributors and scattered proposal content.

Luckily, RFP technology is helping firms become more efficient, collaborative and focused allowing them to create higher-quality responses.

What does RFP technology really do?

RFP technology has quickly become a must-have solution for any construction company’s marketing technology stack. To put it simply, RFP software centralizes the proposal process by offering a collaborative platform where content is stored, responses are optimized, workflows are managed and subject matter experts (SMEs) can weigh in from anywhere.

RFP technology empowers business development teams to work more efficiently while fostering closer team collaboration, improving accountability and enhancing the overall quality of proposals.

Four ways RFP software helps build better proposals

1. Create a controlled, organized and streamlined RFP process

Without an established RFP response process, crafting thoughtful, customized proposals is inefficient and time-consuming. Content is scattered between folders, spreadsheets and a million emails. Importing and centralizing RFP response content in RFP software can help streamline all processes including go/no-go, project kick off, proposal routing, drafting and submission. With a real-time, 360-degree overview of a proposal’s progress, the proposal manager has more visibility and control over the process.

In addition, RFP technology works especially well with an administrator who oversees the entire process from start to finish. Having one champion in the organization ensures the successful utilization of the tool.

RFP software provides a clear workflow overview, task assignments and defined roles, allowing marketing teams to standardize the proposal process and better manage several RFPs at once. Anyone involved in the RFP is now aware of the process, so expectations are clear. Through every step, everyone is on the same page.

2. Improve collaboration, focus and accountability

Collaboration with subject matter experts is absolutely essential to creating a proposal that wins. One of the biggest benefits of RFP software is its ability to simplify the collaboration process. SMEs can be assigned individual tasks. They see and review only the sections and questions that require their input. So, the team can share and edit responses within one platform, and nothing gets buried in email or lost in old documents.

RFP software is a great collaboration and project management tool that uses tasks to allow each SME to focus on their particular area, whether it’s preconstruction, project approach or quality control. The structure empowers each contributor to review all their best possible response options without getting bogged down or distracted.

In addition, users are able to see comments, tracked changes and the original response so content reviews are transparent. This ensures that every piece of content is on-brand, accurate and reflects the client’s needs. This clarity and focus, along with the real-time process tracking, leads to improved accountability, and ultimately, a better-quality response overall.

3. Connect with SMEs on the go

Project managers, construction executives and project principals are busy people who focus on serving clients and may not be in the office when RFP content is needed. It can be a challenge to find time when they can sit down and craft detailed proposal responses.

RFP software is cloud-based, which is a game changer. The platform is available anywhere an SME can find signal. As a result, a marketing or proposal manager at the office, who is facing a deadline and needs an answer can collaborate with someone in the field.

In addition, being able to open the RFP tool and see their past responses in action will make SMEs feel even more connected to and invested in the process. They can see their input is making a difference, and their knowledge is valued and impactful.

4. Create consistent, industry-specific messaging

Each construction company has a handful of industries that are a natural fit and are right in their wheelhouse. Each industry has unique needs, so creating, categorizing and storing proposal content that addresses the needs of each market is key to success. For example, the community and healthcare markets each have their own complex set of requirements that require a high-level of attention to detail. The knowledge library stores proposal content from similar projects that addresses those needs and allows the firm to build, improve and expand the response for the next proposal. 

With content that continually improves and evolves paired with AI that makes the knowledge easy to find, the firm can efficiently demonstrate their understanding of the precise needs of each market and client. In addition, reviewing past proposals and projects in the RFP platform will also allow contractors to provide concrete examples of where they have made a difference, shown a cost savings or added value for other clients.

The bottom line

It’s likely that much of a construction company’s proposal content is boilerplate or evergreen. But to be successful, the proposal has to be tailored to show that the company can provide the right solution for the client’s needs. Using RFP software to find, customize, track and leverage content will empower construction companies to create more accurate and consistent proposals.

RFP software allows companies to spend more time on the specific needs of each client so it can provide higher-quality RFP responses. They can focus on the details to demonstrate their expertise and solutions they can provide.

What it really comes down to is this: RFP software allows marketing teams to spend time efficiently doing what really matters, improving the quality of proposals by focusing on the client and earning their trust.